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Home My WebLink About12 - Voting Delegates 2017 League of California Cities Annual Conference�EWPR CITY OF T - z NEWPORT BEACH <,FoR�P City Council Staff Report May 23, 2017 Agenda Item No. 12 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Leilani I. Brown, City Clerk - 949-644-3005, (brown@newportbeachca.gov PREPARED BY: Leilani I. Brown PHONE: 949-644-3005 TITLE: Confirmation of Voting Delegate and Alternate for the 2017 League of California Cities Annual Conference - September 13, 2017 to September 15, 2017 ABSTRACT: The 2017 League of California Cities (LCC) Conference is September 13, 2017 to September 15, 2017, in Sacramento. The City of Newport Beach (City) is a member of the LCC and typically sends one City Council Member to serve as the City's Voting Delegate and one City Council Member as the Voting Delegate Alternate at the annual conference. Pursuant to the LCC's bylaws, the City Council must designate its Voting Delegate and Alternate by City Council action. RECOMMENDATION: a) Determine that the action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because it will not result in a physical change to the environment, directly or indirectly; b) Direct the City Clerk to complete and submit the LCC designation form by Friday, September 1, 2017; c) Designate Mayor Kevin Muldoon to be the Voting Delegate and Council Member Diane Dixon to be the Voting Delegate Alternate at the LCC Conference; and d) Authorize Mayor Kevin Muldoon and Council Member Diane Dixon to attend the annual LCC Conference pursuant to Charter Section 402 and City Council Policy F-8 (City Travel Policy Statement), and to be reimbursed for their official traveling expenses. FUNDING REQUIREMENTS: Funding for the conference is allocated in the City Council budget. 12-1 Confirmation of Voting Delegate and Alternate for the 2017 League of California Cities Annual Conference May 23, 2017 Page 2 DISCUSSION: An important part of the LCC's Conference is the Annual Business Meeting scheduled for noon on Friday, September 15, 2017. At this meeting, the LCC membership considers and takes action on resolutions regarding LCC policy. To vote at the Annual Business Meeting, the City must designate, by City Council action, a Voting Delegate and an Alternate Voting Delegate. Charter Section 402 and City Council Policy F-8 regulate City Council authorized travel. If Mayor Muldoon and Council Member Dixon are designated as the City's Voting Delegate and Alternate Voting Delegate, respectively, it will be necessary for one or both of the City Council Members to attend the LCC Conference in Sacramento on official City business. Following the City's confirmation of the Voting Delegate and Alternate Voting Delegate, the City Clerk will complete and submit the Voting Delegate Form to the LCC office. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENT: Attachment A — LCC Voting Delegate/Alternate Form 12-2 ATTACHMENT A E AG U E� 1400 K Street, Suite 400 • Sacramento, California 95814 L L CALL FC) Phone: 916.658.8200 Fax: 916.658.8240 L -:- C I I S www.cacities.org Council Action Advised by July 31, 2017 May 3, 2017 TO: Mayors, City Managers and City Clerks RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES League of California Cities Annual Conference — September 13 —15, Sacramento The League's 2017 Annual Conference is scheduled for September 13 — 15 in Sacramento. An important part of the Annual Conference is the Annual Business Meeting (during General Assembly), scheduled for 12:30 p.m. on Friday, September 15, at the Sacramento Convention Center. At this meeting, the League membership considers and takes action on resolutions that establish League policy. In order to vote at the Annual Business Meeting, your city council must designate a voting delegate. Your city may also appoint up to two alternate voting delegates, one of whom may vote in the event that the designated voting delegate is unable to serve in that capacity. Please complete the attached Voting Delegate form and return it to the League's office no later than Friday, September 1, 2017. This will allow us time to establish voting delegate/alternate records prior to the conference. Please note the following procedures that are intended to ensure the integrity of the voting process at the Annual Business Meeting. • Action by Council Required. Consistent with League bylaws, a city's voting delegate and up to two alternates must be designated by the city council. When completing the attached Voting Delegate form, please attach either a copy of the council resolution that reflects the council action taken, or have your city clerk or mayor sign the form affirming that the names provided are those selected by the city council. Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor or ci , manager alone. • Conference Registration Required. The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only. To register for the conference, please go to our website: www.cacities.or . In order to cast a vote, at least one voter must be present at the 12-3 Business Meeting and in possession of the voting delegate card. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the Voting Delegate Desk. This will enable them to receive the special sticker on their name badges that will admit them into the voting area during the Business Meeting. • Transferring Voting Card to Non -Designated Individuals Not Allowed. The voting delegate card may be transferred freely between the voting delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the Business Meeting, they may not transfer the voting card to another city official. • Seating Protocol during General Assembly. At the Business Meeting, individuals with the voting card will sit in a separate area. Admission to this area will be limited to those individuals with a special sticker on their name badge identifying them as a voting delegate or alternate. If the voting delegate and alternates wish to sit together, they must sign in at the Voting Delegate Desk and obtain the special sticker on their badges. The Voting Delegate Desk, located in the conference registration area of the Sacramento Convention Center, will be open at the following times: Wednesday, September 13, 8:00 a.m. — 6:00 p.m.; Thursday, September 14, 7:00 a.m. — 4:00 p.m.; and Friday, September 15, 7:30 a.m.— Noon. The Voting Delegate Desk will also be open at the Business Meeting on Friday, but will be closed during roll calls and voting. The voting procedures that will be used at the conference are attached to this memo. Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city's voting delegate and alternates. Once again, thank you for completing the voting delegate and alternate form and returning it to the League office by Friday, September 1. If you have questions, please call Carly Shelby at (916) 658-8279. Attachments: • Annual Conference Voting Procedures • Voting Delegate/Alternate Form 12-4 Annual Conference Voting Procedures One City One Vote. Each member city has a right to cast one vote on matters pertaining to League policy. 2. Designating a City Voting Representative. Prior to the Annual Conference, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the Voting Delegate Form provided to the League Credentials Committee. 3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card at the Voting Delegate Desk in the conference registration area. Voting delegates and alternates must sign in at the Voting Delegate Desk. Here they will receive a special sticker on their name badge and thus be admitted to the voting area at the Business Meeting. 4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city's voting card by providing a signature to the Credentials Committee at the Voting Delegate Desk, may sign petitions to initiate a resolution. 5. Voting. To cast the city's vote, a city official must have in his or her possession the city's voting card and be registered with the Credentials Committee. The voting card may be transferred freely between the voting delegate and alternates, but may not be transferred to another city official who is neither a voting delegate or alternate. 6. Voting Area at Business Meeting. At the Business Meeting, individuals with a voting card will sit in a designated area. Admission will be limited to those individuals with a special sticker on their name badge identifying them as a voting delegate or alternate. 7. Resolving Disputes. In case of dispute, the Credentials Committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the Business Meeting. 12-5 L LEA�GUL® CITIES CITY: NEWPORT BEACH 2017 ANNUAL CONFERENCE VOTING DELEGATE/ALTERNATE FORM Please complete this form and return it to the League office by Friday, September 1, 2017. Forms not sent by this deadline may be submitted to the Voting Delegate Desk located in the Annual Conference Registration Area. Your city council may designate one voting delegate and up to two alternates. In order to vote at the Annual Business Meeting (General Assembly), voting delegates and alternates must be designated by your city council. Please attach the council resolution as proof of designation. As an alternative, the Mayor or City Clerk may sign this form, affirming that the designation reflects the action taken by the council. Please note: Voting delegates and alternates will be seated in a separate area at the Annual Business Meeting. Admission to this designated area will be limited to individuals (voting delegates and alternates) who are identified with a special sticker on their conference badge. This sticker can be obtained only at the Voting Delegate Desk. 1. VOTING DELEGATE Name: Kevin Muldoon Title: Mayor 2. VOTING DELEGATE - ALTERNATE Name: Diane B. Dixon Title: Council Member 3. VOTING DELEGATE - ALTERNATE Name: N/A Title: PLEASE ATTACH COUNCIL RESOLUTION DESIGNATING VOTING DELEGATE AND ALTERNATES. 1' ATTEST: I affirm that the information provided reflects action by the city council to designate the voting delegate and alternate(s). Name: Leilani I. Brown Mayor or City Clerk (circle one) Date: (signature) E-mail Ibrown@newportbeachca.gov Please complete and return by Friday, September 1, 2017 League of California Cities ATTN: Carly Shelby 1400 K Street, 4th Floor Sacramento, CA 95814 Phone: 949-644-3005 FAX: (916) 658-8240 E-mail: cshelby@cacities.org (916) 658-8279 12-6